What DNS is, why it matters for your business, and how to manage DNS records for your website, email, and other services — explained without the jargon.
DNS Management for Business Owners: A Plain-English Guide
If you have ever tried to set up business email, connect a domain to a new hosting provider, or troubleshoot why your website is not loading, you have encountered DNS. Most business owners find it confusing — and understandably so. DNS is one of those foundational internet technologies that nobody explains clearly.
This guide covers what DNS is, what records your business needs, and how to manage them correctly — without requiring a computer science degree.
What Is DNS?
DNS stands for Domain Name System. It is the internet's address book.
When someone types your domain name — like yourbusiness.com — into a browser, their computer does not know where to find your website. It asks a DNS server: "Where is yourbusiness.com?" The DNS server looks up the answer in its records and responds with the IP address of your web server. The browser then connects to that IP address and loads your site.
This happens in milliseconds, invisibly, every time someone visits your website.
DNS also controls where your email goes, where your subdomains point, and how third-party services connect to your domain.
Why DNS Matters for Your Business
Incorrect DNS settings cause real business problems:
- Website not loading — If your A record points to the wrong IP address, your site does not load
- Email not working — If your MX records are wrong, email sent to your domain bounces or disappears
- Email landing in spam — Missing SPF, DKIM, or DMARC records cause your emails to be flagged as spam
- Third-party services failing — Google Workspace, Microsoft 365, and other services require specific DNS records to work
Getting DNS right is not optional — it is the foundation that everything else depends on.
DNS Record Types Your Business Needs
A Record
An A record maps your domain name to an IP address. This is how your domain connects to your web hosting server.
Example: yourbusiness.com → 192.168.1.1
You typically need an A record for your root domain and a separate one (or a CNAME) for the www subdomain.
CNAME Record
A CNAME (Canonical Name) record creates an alias from one domain name to another. It is used for subdomains and third-party service integrations.
Example: www.yourbusiness.com → yourbusiness.com
CNAME records are also used to connect services like Google Workspace, HubSpot, or Shopify to your domain.
MX Record
MX (Mail Exchange) records tell the internet where to deliver email sent to your domain. Without correct MX records, email sent to [email protected] will not arrive.
Every email provider — Google Workspace, Microsoft 365, GoDaddy Email — requires specific MX records. These are provided by your email provider and must be entered exactly as specified.
TXT Record
TXT records store text information associated with your domain. They are used for several important purposes:
SPF (Sender Policy Framework): Specifies which mail servers are authorized to send email from your domain. Prevents spammers from spoofing your domain.
DKIM (DomainKeys Identified Mail): Adds a digital signature to outgoing emails that receiving servers can verify. Improves email deliverability.
DMARC (Domain-based Message Authentication): Tells receiving mail servers what to do when an email fails SPF or DKIM checks. Protects your domain from being used in phishing attacks.
Domain verification: Google, Microsoft, and other services use TXT records to verify that you own a domain before granting access to their services.
NS Record
NS (Nameserver) records identify which DNS servers are authoritative for your domain. When you change your nameservers — for example, to point to Cloudflare — you update these records at your domain registrar.
SRV Record
SRV records specify the location of specific services. Microsoft 365 and some VoIP providers require SRV records for certain features to work correctly.
How to Access Your DNS Records
DNS records are managed at your domain registrar — the company where you registered your domain. Common registrars include:
- GoDaddy — DNS Manager in the domain settings
- Namecheap — Advanced DNS tab in domain management
- Google Domains / Squarespace Domains — DNS settings in domain management
- Cloudflare — DNS tab in the Cloudflare dashboard (if using Cloudflare for DNS)
If you are not sure where your domain is registered, look for the confirmation email from when you first registered it, or use a WHOIS lookup tool.
Setting Up DNS for Common Business Services
Google Workspace Email
Google Workspace requires:
- MX records pointing to Google's mail servers
- A TXT record for SPF:
v=spf1 include:_spf.google.com ~all - A CNAME record for DKIM (provided in Google Admin Console)
- Optionally, a DMARC TXT record
Google provides step-by-step instructions for each registrar in the Google Admin Console.
Microsoft 365 Email
Microsoft 365 requires similar records — MX, SPF, DKIM, and DMARC — but with Microsoft-specific values. The Microsoft 365 admin center provides the exact records to add.
Connecting a Domain to a New Hosting Provider
When you move your website to a new hosting provider, you need to update your A record to point to the new server's IP address. Your new hosting provider will give you the IP address.
Important: Before changing DNS, lower your TTL (Time to Live) to 300 seconds (5 minutes). This speeds up propagation when you make the change. After the migration is complete, you can raise it back to 3600 (1 hour) or higher.
Setting Up Cloudflare
To use Cloudflare for CDN and security, you change your domain's nameservers to Cloudflare's nameservers. Cloudflare then manages your DNS records through their dashboard.
Common DNS Problems and How to Fix Them
"My website is not loading after I changed hosting"
This is almost always a DNS propagation issue. After changing your A record, it can take up to 48 hours for the change to propagate globally. Most users see the new site within 1-4 hours.
To check propagation, use a tool like whatsmydns.net to see what different DNS servers around the world are returning for your domain.
"My business email is going to spam"
Missing or incorrect SPF, DKIM, or DMARC records are the most common cause. Check that all three are configured correctly for your email provider.
"I set up email but it is not receiving messages"
Check your MX records. They must point to your email provider's mail servers with the correct priority values. Even a small typo in an MX record will cause email to bounce.
"My domain verification is failing"
Domain verification for Google Workspace, Microsoft 365, or other services requires a specific TXT record. Make sure you added it to the root domain (not a subdomain) and that there are no extra spaces or characters.
When to Get Professional Help
DNS is one of those areas where mistakes have immediate, visible consequences — your website goes down, your email stops working, or your business emails start landing in spam. If you are not confident in your DNS configuration, it is worth getting professional help.
VSF Technology handles DNS configuration for businesses across Tampa Bay and the United States. Whether you are setting up email for the first time, migrating to a new hosting provider, or troubleshooting a DNS issue, we can help.
Contact VSF Technology or learn more about our DNS management services.
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Written by
Aaron Hurlburt
Founder & Technology Consultant, VSF Technology
Aaron Hurlburt helps growing businesses across the U.S. build the right technology stack — from domains and hosting to CRM, AI tools, and phone systems.
